Selamat sejhtera, dunia sekarang menghadapi masalah besar mengenai pendamik yang di kenali sebagai

covid 19 yang mana telah menjangkiti jutaan penduduk dunia serta mengorbankan ratusan ribu
penduduk.

Flexible work has become a new standard all over the

world, especially for creative jobs and those that add high-
value, be it through formal flexible work policies, or otherwise.

Many employees, for example, have an arrangement with

their managers to work from home once a week, or even to
leave early for personal reasons and make up that time in the
evening hours. These exceptions make the case for
companies to formalize their flexible work arrangements.

If, as a manager, you keep these arrangements “under the

table” and not as formal policies that all employees can
benefit from, then this can lead to feelings of inequality and
cause tension among employees who aren’t granted the
same privileges.

Start with the basic questions -

why have a flexible work policy?
If you want to successfully implement a formal flexible work
policy, you have to start with the right set of
questions. There are two basic questions to start with:

 Why have you decided to implement a flexible work

policy in the first place?
 What is it that you are solving with this policy?
Answering this question will help you decide on the right form
of flexible work. Not all flexible work arrangements are
suitable for all companies, so before weighing any options you
need to think about what you are looking to optimize by
implementing a flexible work policy. 

Then, pick an arrangement accordingly. For example, remote

work can help you cut down on real estate costs by
downsizing office space, but that doesn’t mean it’s right for an
organization that mainly works face-to-face with customers.

Decide the scope of the flexible

work policy that works best in
your case
There are five “dimensions” of flexible work, which can be included
in your flexible work policy. These dimensions are:

1. Remote work

If you want your employees to save on commuting time and costs,

offer them remote work. There will be fewer parking spots needed
and you will lower your carbon footprint. 

You can even cut down on real estate costs if you downsize your
office space. Employees gain greater autonomy and experience
fewer interruptions, which tends to lead to increased productivity
and a better work-life balance.

2. Job sharing

With job sharing you can get more diverse skills and experience in
the same position. Having two people work on the same task
enhances problem-solving and makes managing heavy workloads
easier. 

Job sharing is also useful in terms of continuity and coverage of

work during absences. Employees get more free time, while still
keeping their careers on track.

3. Part-time work

By offering the option of part-time work, you can attract applicants

from a wider employment pool and retain valued employees who
may not be able to, or want to, work full-time. 

Employing part-time workers can help you cover busy periods

efficiently. This is also a good way to reduce costs without reducing
staff.

4. Compressed schedule
A compressed work week is perfect for balancing high peak
workloads, because it lets you increase the total staff hours during
the peaks, and extends the operational hours of the workplace. 

A compressed schedule also helps reduce commuting time and

costs and affords employees an additional day off and a better
work-life balance.

5. Flexitime  

Flexitime offers a better fit of working hours with school hours,

college hours, or care arrangements. Commuting to work becomes
faster and easier because employees can avoid rush-hour traffic. 

With flexitime, you can also extend office hours and allow clients to
contact your business later or earlier than usual.

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Think about the important

issues first
Implementing a new policy is always multidimensional. Make sure
to consider every aspect of your business which will be affected by
the new flexible work policy. 

You need to consider how it will affect your employees, as well as

your clients, your HR department and your management
structure:

1. What impact will a flexible work policy have on your

service and your clients?
2. What are the benefits for your employees and the
organization?
3. Are there any potential pitfalls? How can you deal with
them?
4. How much time, effort and money will it take to make the
new flexible work policy successful?
5. Is training required to ensure managers and employees
have the knowledge and skills to make the arrangement
work?
6. What other HR functions will the flexible schedule affect?
Are there other departments that may be indirectly
affected?
7. What can your management team support? Streamline
your options into an easy-to-follow rule set instead of
having 30 case-by-case deals personalized for 30 different
people.

Ask employees what they want

Firstly, you will need to identify possible options, and try to figure
out what it is your staff needs. Consulting at an early stage will
help to uncover individual needs and interests, and help anticipate
difficulties.

Ask your employees what they want from a flexible work policy.
Conduct surveys and/or focus groups and encourage informal
discussions. 

If your colleagues know that their opinions matter, they may

suggest innovative options that are not in general use, but may be
just right for your organization or a particular work unit. Involving
your team also helps to get them on board with the program.

Don’t be afraid to reach out for advice and comments from other
organizations, clients, and board members. People love to expose
what worked particularly well for them, be it a progressive and
complex remote work arrangement or just a simple trick. 
For instance, in our company, we moved all of our longer meetings
to after 2 pm, as they used to take up a lot of time in the mornings.

We later found out that this is actually a common problem with IT

companies, especially since there is a tendency to introduce daily
morning stand up meetings that can quickly get out of hand and
last till noon. Our colleagues from different companies loved our
simple rule of moving every meeting until after 2 pm.

Run a pilot for a trial period

After you’ve done your research, consulted with your employees,
and decided on which options to offer in your flexible work policy,
make sure to run a pilot for a trial period and evaluate it with each
employee individually.

It may be best to run the pilot program in a particular team or

department before including your entire company. 

In the case of smaller businesses with less than 20 people, you will
have to include everyone from the get-go. Have employees report
on the pilot and provide their feedback. Make modifications or
changes to the program accordingly.

Just make sure you always inform your staff of any new processes
or guidelines.
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Provide a unified proposal

procedure
The best way to handle employee requests for changed work
schedules is a unified written proposal. The employee’s proposal
should make it easier to decide whether to grant the proposal or
not, by explaining:

 The reasons for proposing a different arrangement.

 A description of the arrangement and the proposed
schedule.
 A description of how they intend to accomplish the major
goals of their job.
 The means of maintaining frequent communication with
customers and coworkers.
 The means of evaluating the performance and
effectiveness of the arrangement.
 The business case for this change: what benefits it offers
to their team, office, and organization (e.g., greater
efficiency, increased productivity, expanded hours of
service).
 Other things that make sense to include in a proposal.

Keep records of the agreement

Make sure you gather all the necessary documentation (e.g. health
and safety details for telecommuting…) prior to the start of the
new arrangement. Keep records of any conditions of the
agreement, including start and finish dates.

Check whether there are any specific record-keeping requirements

in your state legislation that you should be aware of.
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Clearly establish goals and

objectives
Goals are general guidelines that explain what you want your
employees to achieve. They are usually long-term and represent
broader visions. 

Objectives define the strategies or implementation steps needed to

attain the identified goals. Unlike goals, objectives are specific,
measurable, and have a defined completion date. They are more
specific and outline the “who, what, when, where, and how” of
reaching the goals.

It is absolutely vital that both goals and objectives are clearly

established in a flexible work policy. Based on these goals and
objectives you will need to agree on measurable performance-
evaluation markers and periodically revise them.

When creating a flexible work policy, focus on the quality of your

employees’ work results rather than the number of hours worked.
Constantly review and modify
You should always agree on a trial period whenever you grant a
flexible arrangement to one of your employees. This way you can
easily modify the arrangement if needed, or even call it off
altogether. 

The trial period should last at least 2-3 weeks, or could even be
for an entire quarter. You don’t want your newfound flexibility to
increase pressure, so give yourself and your employees some time
to work out the kinks.

After the trial is over and you decide to make the new schedule
official, you should still evaluate your employees’ performance and
satisfaction every 6 to 12 months.

The terms and conditions of the arrangement should be clear up

front. Since implementing a flexible work policy is a business
decision, your employees should be aware that it can be modified
or terminated if necessary. A flexible work arrangement could be
terminated in the following cases:

 Business needs are not being met.

 Job requirements change.
 Performance ratings fall below an acceptable level.
 Current coverage or staffing needs change.
 An unexpected staff shortage develops.
 Valid negative client or co-worker feedback is received.
Keep in mind that the process used in revising or ending a flexible
work arrangement should be just as clear and thorough as when
initiating one.

Provide guidelines and

procedures
A flexible work policy needs to provide clear general guidelines on
how these arrangements work. Write down the guidelines and
procedures carefully. 

Think about the availability of the employee for frequent

communication, required attendance at meetings, the length of
time required to respond to communication, etc.

One important thing to consider here are alternative childcare

arrangements. Employees who propose a telecommuting
arrangement should ensure a safe and suitable workspace that is
appropriately confidential and free of distractions and interruptions
that may interfere with work. 
Where applicable, telecommuters should be responsible for finding
ways to maintain a distinct separation between work activities and
personal activities.

Provide the necessary tools

For flexible arrangements to work without disruptions, it’s vital to
provide all the necessary tools. The most important thing is to
establish great communication channels so your team can work
together efficiently.  You should use communication channels like:

 An internal corporate instant messenger

 Screen sharing
 Advanced remote conference tools, etc.
There are numerous services available that your team can use to
communicate online: Slack, Zoom, Skype, Google Hangouts, to
name a few.

If company files are not accessible remotely, you will probably need
to upgrade your filing system. If you haven’t yet moved your data
to the cloud, now’s the right time. Consult with your team on which
system they prefer. It could be Dropbox, Box, Google Drive,
OneDrive, as long as you pick one together. 
Your employees shouldn’t have trouble reaching data at any time
and from anywhere in the world in this day and age.

Since this is a website about clocking in and tracking your time, we

have to mention this as well: How are your employees registering
their work hours currently?

If they are clocking in and out at the company entrance and you are
implementing remote work, bear in mind that you should find an
online tool for tracking employee attendance, or a mobile time
clock so they can register their hours offsite. 

There are dozens of such tools available, but All Hours has been

developed with flexible work in mind from the get-go.
Time & Attendance solution for a modern, flexible
workspace
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Communicate the change

Once you’ve implemented a flexible work policy, communicate the
change and promote it. Take time to explain it carefully to your
employees. Such measures should improve your employee-
retention rate, employee satisfaction, engagement, and
productivity.

Include this information in your future job postings. It will certainly

attract a higher number of talented prospective candidates. Use it
in your public relations and present your company as family
friendly, flexible and oriented towards employee wellbeing.

You should also communicate such changes to management and

clients, just so everybody is on the same page and knows what to
expect and why. They might even point out an issue that slipped
your mind.

Ongoing support and feedback

Every flexible work policy needs an ongoing evaluation of success.
Form a strong feedback loop between manager and employee and
continue to evaluate the program on a regular basis. Maintain a
two-way flow of communication between management and
employees, and between employees in flexible arrangements and
their other colleagues. 

Solicit feedback from all participants, then make changes and adapt
the plan as required.

Flexible arrangements need to work for the entire team, not just
for some people.Colleague feedback can provide useful input for
refining the arrangements after a trial period. Confidentiality in this
process is of course vital.

Nurture good employee

relationships
Try hard to make your employees feel that company procedures
and policies are fair to everyone. Achieving fairness for all
employees could be your biggest challenge in introducing a flexible
work policy. 

Not all arrangements are suitable for all jobs. Find something to
offer to each of your employees, engage them in finding suitable
options, and always explain your decisions.
When employing remote workers, ensure appropriate orientation
for staff that work only in the office. They need to be assured that
all employees – regardless of their work location – are pulling their
weight equally.

Good employee relationships take a conscious effort, and even

more so with flexible work arrangements. 

Promote team building between on-site and off-site employees by

inviting employees who work at home to come in for a lunch or
training. Organize after-work activities, such as sporting events or
celebrations which allow your employees to spend some quality
time together.

Thanks for reading, and good luck with implementing your flexible
work policy. And don't forget to test our time and attendance tool
All Hours for free. The tool will surely help you with the successful
flexible work policy implementation.

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Employers urged to implement flexible working arrangements, safe distancing 

In order to avoid congestion and crowds at public transport stations and in public
vehicles, PM Muhyiddin has encouraged all employers to implement flexible working
hours for employees. This will also help minimise contact between employees where
possible.

Additionally, if the job allows for it, employers are also urged employers to encourage
employees to work from home, a "new norm to adopt", as shared by PM Muhyiddin.
Employers could even provide flexible arrangements - for instance, instead of coming into
office every day, they can come in on alternate days and work from home on the days they don't
- something that could especially benefit employees with children.

As for civil servants, the government has advised those starting to operate
today to work from home, except when the work process needs to be done in
office. Employers should also consider holding meetings online on a secure
platform. PM Muhyiddin shared: "I ask that all Head of Departments hold
discussions at their respective departments to restructure the human resource
needs of the department by focusing on the concept of working from home."

On top of all this, employers have to ensure daily temperature taking is

implemented at the workplace, and to advise employees to head home or
seek medical attention immediately if they are experiencing a high
temperature; Employers should also safe distancing among work stations.

Above all, the government has implemented MySejahtera and MyTrace, which
everyone with smartphones are advised to download to help the Ministry of
Health with contact tracing in the event of a new infection.